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From page 9... ... 9 Part 1. Benchmarking Guidebook Read the entire page →
From page 10... ... 10 Introduction to Benchmarking A practical overview of the basics of benchmarking in four parts Read the entire page →
From page 11... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 11 Guidebook Introduction This guidebook and a companion digital performance benchmarking platform show transportation practitioners how to use benchmarking to help continuously improve their agencies by comparing performance outcomes among peers via compatible measures and data as part of a wider organizational culture that embraces performance management. Read the entire page →
From page 12... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 12 1. What Is This Guidebook's Purpose? Read the entire page →
From page 13... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 13 2. What Is Benchmarking? Read the entire page →
From page 14... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies Although the practice of performance management is not new to transportation agencies, recent federal rules that define national measures and regular performance target setting have increased attention on performance management. Standardization of measures at the national level also brings new opportunities for use of benchmarking as an integral part of TPM. Read the entire page →
From page 15... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 3. Why Benchmark? Read the entire page →
From page 16... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 16 Spur Innovation and Continuous Improvement The environment in which DOTs operate continuously changes in big and small ways, which demands agencies constantly seek out and implement innovative ideas that help sustain or improve their performance. Benchmarking is a practical methodology for helping deliver on the need for innovation. Read the entire page →
From page 17... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 17 4. Who Should Read This Guidebook? Read the entire page →
From page 18... ... Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 18 Types of Benchmarking Definitions of the benchmarking types covered in the guidebook Read the entire page →
From page 19... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 19 Types of Benchmarking This guidebook focuses on two primary benchmarking approaches: independent benchmarking and network benchmarking. A brief overview of other forms of benchmarking is also provided. Read the entire page →
From page 20... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 20 1. Independent Benchmarking An individual agency undertakes independent benchmarking, typically by using readily available data on peer performance. Read the entire page →
From page 21... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 21 2. Benchmarking Networks A benchmarking network is a group of organizations that benchmarks together. Read the entire page →
From page 22... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 22 3. Other Forms of Benchmarking This guidebook focuses on independent benchmarking or using a benchmarking network; however, other forms of benchmarking may be useful to an agency. Read the entire page →
From page 23... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking I ntroduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 23 Informal Benchmarking Nearly every organization benchmarks informally to some extent. When someone observes that peers may be obtaining results that appear to be superior to the results his or her group is achieving, it is natural to ask, "Why is this so? Read the entire page →
From page 24... ... Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 24 The Practice of Benchmarking A step-by-step guide to the practice of benchmarking Read the entire page →
From page 25... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 25 The Practice of Benchmarking The benchmarking process starts by establishing a clear focus. It then mobilizes participants, defines measures and measurement approaches, and collects and analyzes data. Read the entire page →
From page 26... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 26 Step 1 Set the Stage Mobilize for a benchmarking initiative by identifying a benchmarking performance area, assembling a team, and selecting a leader. Greater success can be achieved later in the process by clarifying objectives, establishing ground rules, and getting buy-in from around the agency. Read the entire page →
From page 27... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 27 Select a Benchmarking Team Leader Successful benchmarking requires a leader who can commit time to organizing the initiative, building relationships (both with those providing data and those who will use the results) , and leveraging practices from performance management and change management. Read the entire page →
From page 28... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 28 Step 2 Select Peer Agencies Once an organization decides to benchmark, it must choose agencies to use as comparisons. Similarity criteria on relevant characteristics can aid in this process. Read the entire page →
From page 29... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 29 Step 3 Define the Approach Choose one or more measures related to the selected performance area that are suited to comparing performance among agencies or groups and come to an agreement on relevant details and definitions. Choose and Define Measures Benchmarking requires selecting one or more measures to compare performance among agencies or groups in the chosen focus area. Read the entire page →
From page 30... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 30 • Measures calculation methods, and • Scope of measurement. For example, if the measure is "percentage of projects completed on time," definitions might address the following: • What is considered a project? Read the entire page →
From page 31... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 31 Step 4 Obtain Data Effective benchmarking depends on access to quality data. National Data Sources Depending on the metrics selected in previous steps, data may be easily obtainable from national data sources. Read the entire page →
From page 32... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 32 Step 5 Analyze Data Data cleaning is almost always required before the data can be analyzed. Data Cleaning If the benchmarking effort involves collecting new data, a formal quality assurance and quality control approach will help pinpoint any patterns of incorrect data and will aid in avoiding such issues in the future. Read the entire page →
From page 33... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 33 Step 6 Identify Noteworthy Practices Data analysis should lead to conversations with top-performing agencies about the ways they achieve results. Noteworthy Practices Exchange Analysis of performance data should inspire questions and lead to seeking out new information from peer agencies. Read the entire page →
From page 34... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 34 Step 7 Communicate Results Use succinct communication suited to the technical understanding of the audience to inform executive management, affected staff, or outside stakeholders about the findings and recommendations of the benchmarking effort. Effective Communications Communicating the findings and recommendations of the benchmarking effort to executive management or other stakeholders who may be affected by the recommended changes and process improvements is a vital step in the benchmarking process. Read the entire page →
From page 35... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 35 Post-Benchmarking Activities Many agencies may wish to use findings as part of their ongoing internal process improvement activities. The remaining steps describe how post-benchmarking activities can be used to follow through on what was learned during benchmarking. Read the entire page →
From page 36... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 36 Post-Benchmarking: Step 8 Recommend Improvements The benchmarking team can discuss the applicability of noteworthy practices with agency decision makers and identify process improvements learned from the benchmarking effort that could result in performance gains. Achieving Performance Gains Through the use of data analysis and noteworthy practices review, a benchmarking team will assemble a set of relevant and evidence-based strategies for making improvements. Read the entire page →
From page 37... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 37 Post-Benchmarking: Step 9 Repeat the Process Benchmarking can be a continuous improvement process. Repeating the benchmarking process will produce more insights and will build stakeholder acceptance of recommendations. Read the entire page →
From page 38... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 38 Elements for Successful Benchmarking In addition to the nine basic steps, several overarching principles help determine the outcomes of benchmarking efforts. The following five elements are key aspects of any successful benchmarking initiative. Read the entire page →
From page 39... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 39 compare performance. In these situations, careful research and talking with subject area experts can help guide selection of the most appropriate peers. Read the entire page →
From page 40... ... The Practice of Benchmarking • Use Case Scenarios Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • • Case Studies 40 Use Case Scenarios Five hypothetical examples of how agencies can implement benchmarking processes Guidebook Use Case Scenarios Read the entire page →
From page 41... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 41 Use Case Scenarios Different agencies will benchmark in different ways depending on their needs. These five hypothetical examples of the benchmarking process can help readers imagine how benchmarking might be applicable in their organization. Read the entire page →
From page 42... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 42 Example 1 Comparing DOTs A bridge division manager at a state DOT seeks to make the condition of the bridges in her state "best in class." She decides to benchmark her agency's performance against that of similar agencies. Her agency has not previously embarked on a bridge benchmarking project. Read the entire page →
From page 43... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 43 Example 2 Comparing Divisions within a DOT The head of a district within a state DOT wishes to use internal benchmarking to compare the performance of his district to other districts at the DOT. His state has not previously undertaken internal benchmarking. Read the entire page →
From page 44... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 44 Example 3 FHWA Assisting DOTs An FHWA staffer wishes to assist state DOTs in reducing highway fatalities. Extensive data exist on this topic, but the staffer wishes to translate the data into actionable steps state DOTs could take. Read the entire page →
From page 45... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 45 Example 4 Building a Benchmarking Network A state DOT staffer is responsible for highway freight mobility in her state. Because so much freight moves across state lines and because delays in one state can affect shipping times in other states, the staffer wishes to form a freight mobility benchmarking network with a group of neighboring state DOT freight offices. Read the entire page →
From page 46... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 46 6. The benchmarking group uses the information gained from their data analysis to make recommendations about times, places, and methods for shipping goods that avoid congestion and result in faster and more reliable shipping times. Read the entire page →
From page 47... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 47 Example 5 Estimating Realistic Process Durations The AASHTO Lean Forum wants to examine the durations of particular business processes that are standard across state DOTs in order to better understand the range of business process time frames and to identify what particular organizations have done to speed up their processes. The Forum has looked at such trends in the past, but it has not done so systematically using benchmarking techniques. Read the entire page →
From page 48... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 48 interviews to identify a set of noteworthy practices that lowerperforming state DOTs could implement to speed up their processes. The subcommittee publishes its findings in a report that can be accessed by state DOT officials. Read the entire page →
From page 49... ... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 49 Case Studies Three case studies of organizations that have successfully carried out benchmarking initiatives Guidebook Case Studies Read the entire page →
From page 50... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 50 Case Studies Case Study 1. National Water and Wastewater Initiative Case Study 2. Read the entire page →
From page 51... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 51 Case Study 1 National Water and Wastewater Benchmarking Initiative The National Water and Wastewater Benchmarking Initiative (NWWBI; http://www.nationalbenchmarking.ca/) is a consortium of Canadian water and wastewater utilities and stormwater management programs that has won an American Public Works Association award for its progress in benchmarking. Read the entire page →
From page 52... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 52 Establishing this initial foundation involved a series of workshops with active consortium members. Participants discussed what the best performance indicators might be, and then selected a handful of measures. Read the entire page →
From page 53... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 53 Discussions with the facilitation staff indicate that, although collecting all the data necessary for quality benchmarking requires a significant effort for members, the upfront assistance by the facilitator for new participants, iron-clad definitions, and standardized measurement processes result in a streamlined and successful participantsubmitted data collection process. Self-Assessment and Continuous Improvement NWWBI facilitators distinguish between metric benchmarking and process benchmarking. Read the entire page →
From page 54... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 54 • Surveys -- Sometimes members have a specific set of questions they would like peer input on outside of the regular conference calls. In these cases, facilitators work with the interested party to come up with a brief survey to send out to members. Read the entire page →
From page 55... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 55 Case Study 2 Tri-State Partnership in Maine, New Hampshire, and Vermont The Tri-State Partnership is a collaborative benchmarking effort among the Maine, New Hampshire, and Vermont state DOTs. The initiative began in 2002 when transportation operations and maintenance personnel from the three states began meeting regularly to discuss best practices. Read the entire page →
From page 56... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 56 taken different approaches to measuring traffic sign performance. Given their mismatched measurements, the states agreed that the percentage of non-Interstate signs exceeding their anticipated service life would be the best common measurement. Read the entire page →
From page 57... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 57 Both AASHTO and FHWA have recognized the Tri-State Partnership as an exemplary model of performance and asset management. AASHTO and FHWA used the example of the partnership in developing national performance standards in the 2012 MAP-21. Read the entire page →
From page 58... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 58 Case Study 3 Virginia DOT District Performance Management Program Virginia DOT's (VDOT's) leadership holds a quarterly video conference with the administrators of its nine districts. Read the entire page →
From page 59... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 59 scheme of green (good) , yellow (marginal) Read the entire page →
From page 60... ... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 60 Benchmarking has gained gradual acceptance, however. One way VDOT began changing the culture was by instituting a "triple crown" award for districts that were on time, on budget, and meeting quality targets. Read the entire page →

From page 9...

... 9 Part 1. Benchmarking Guidebook

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From page 10...

... 10 Introduction to Benchmarking A practical overview of the basics of benchmarking in four parts

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From page 11...

... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 11 Guidebook Introduction This guidebook and a companion digital performance benchmarking platform show transportation practitioners how to use benchmarking to help continuously improve their agencies by comparing performance outcomes among peers via compatible measures and data as part of a wider organizational culture that embraces performance management.

Read the entire page →

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From page 14...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies Although the practice of performance management is not new to transportation agencies, recent federal rules that define national measures and regular performance target setting have increased attention on performance management. Standardization of measures at the national level also brings new opportunities for use of benchmarking as an integral part of TPM.

Read the entire page →

From page 15...

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From page 16...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Introduction Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 16 Spur Innovation and Continuous Improvement The environment in which DOTs operate continuously changes in big and small ways, which demands agencies constantly seek out and implement innovative ideas that help sustain or improve their performance. Benchmarking is a practical methodology for helping deliver on the need for innovation.

Read the entire page →

From page 17...

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From page 18...

... Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 18 Types of Benchmarking Definitions of the benchmarking types covered in the guidebook

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From page 19...

... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 19 Types of Benchmarking This guidebook focuses on two primary benchmarking approaches: independent benchmarking and network benchmarking. A brief overview of other forms of benchmarking is also provided.

Read the entire page →

From page 20...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 20 1. Independent Benchmarking An individual agency undertakes independent benchmarking, typically by using readily available data on peer performance.

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From page 22...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 22 3. Other Forms of Benchmarking This guidebook focuses on independent benchmarking or using a benchmarking network; however, other forms of benchmarking may be useful to an agency.

Read the entire page →

From page 23...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Types of Benchmarking I ntroduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 23 Informal Benchmarking Nearly every organization benchmarks informally to some extent. When someone observes that peers may be obtaining results that appear to be superior to the results his or her group is achieving, it is natural to ask, "Why is this so?

Read the entire page →

From page 24...

... Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 24 The Practice of Benchmarking A step-by-step guide to the practice of benchmarking

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From page 26...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 26 Step 1 Set the Stage Mobilize for a benchmarking initiative by identifying a benchmarking performance area, assembling a team, and selecting a leader. Greater success can be achieved later in the process by clarifying objectives, establishing ground rules, and getting buy-in from around the agency.

Read the entire page →

From page 27...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 27 Select a Benchmarking Team Leader Successful benchmarking requires a leader who can commit time to organizing the initiative, building relationships (both with those providing data and those who will use the results) , and leveraging practices from performance management and change management.

Read the entire page →

From page 28...

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From page 29...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 29 Step 3 Define the Approach Choose one or more measures related to the selected performance area that are suited to comparing performance among agencies or groups and come to an agreement on relevant details and definitions. Choose and Define Measures Benchmarking requires selecting one or more measures to compare performance among agencies or groups in the chosen focus area.

Read the entire page →

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From page 32...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 32 Step 5 Analyze Data Data cleaning is almost always required before the data can be analyzed. Data Cleaning If the benchmarking effort involves collecting new data, a formal quality assurance and quality control approach will help pinpoint any patterns of incorrect data and will aid in avoiding such issues in the future.

Read the entire page →

From page 33...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 33 Step 6 Identify Noteworthy Practices Data analysis should lead to conversations with top-performing agencies about the ways they achieve results. Noteworthy Practices Exchange Analysis of performance data should inspire questions and lead to seeking out new information from peer agencies.

Read the entire page →

From page 34...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 34 Step 7 Communicate Results Use succinct communication suited to the technical understanding of the audience to inform executive management, affected staff, or outside stakeholders about the findings and recommendations of the benchmarking effort. Effective Communications Communicating the findings and recommendations of the benchmarking effort to executive management or other stakeholders who may be affected by the recommended changes and process improvements is a vital step in the benchmarking process.

Read the entire page →

From page 35...

Read the entire page →

From page 36...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement The Practice of Benchmarking Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 36 Post-Benchmarking: Step 8 Recommend Improvements The benchmarking team can discuss the applicability of noteworthy practices with agency decision makers and identify process improvements learned from the benchmarking effort that could result in performance gains. Achieving Performance Gains Through the use of data analysis and noteworthy practices review, a benchmarking team will assemble a set of relevant and evidence-based strategies for making improvements.

Read the entire page →

From page 37...

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From page 39...

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From page 40...

... The Practice of Benchmarking • Use Case Scenarios Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • • Case Studies 40 Use Case Scenarios Five hypothetical examples of how agencies can implement benchmarking processes Guidebook Use Case Scenarios

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From page 41...

... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 41 Use Case Scenarios Different agencies will benchmark in different ways depending on their needs. These five hypothetical examples of the benchmarking process can help readers imagine how benchmarking might be applicable in their organization.

Read the entire page →

From page 42...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 42 Example 1 Comparing DOTs A bridge division manager at a state DOT seeks to make the condition of the bridges in her state "best in class." She decides to benchmark her agency's performance against that of similar agencies. Her agency has not previously embarked on a bridge benchmarking project.

Read the entire page →

From page 43...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 43 Example 2 Comparing Divisions within a DOT The head of a district within a state DOT wishes to use internal benchmarking to compare the performance of his district to other districts at the DOT. His state has not previously undertaken internal benchmarking.

Read the entire page →

From page 44...

... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 44 Example 3 FHWA Assisting DOTs An FHWA staffer wishes to assist state DOTs in reducing highway fatalities. Extensive data exist on this topic, but the staffer wishes to translate the data into actionable steps state DOTs could take.

Read the entire page →

From page 45...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 45 Example 4 Building a Benchmarking Network A state DOT staffer is responsible for highway freight mobility in her state. Because so much freight moves across state lines and because delays in one state can affect shipping times in other states, the staffer wishes to form a freight mobility benchmarking network with a group of neighboring state DOT freight offices.

Read the entire page →

From page 46...

Read the entire page →

From page 47...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Use Case Scenarios Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 47 Example 5 Estimating Realistic Process Durations The AASHTO Lean Forum wants to examine the durations of particular business processes that are standard across state DOTs in order to better understand the range of business process time frames and to identify what particular organizations have done to speed up their processes. The Forum has looked at such trends in the past, but it has not done so systematically using benchmarking techniques.

Read the entire page →

From page 48...

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From page 49...

... Effective Performance Management by Transportation Agencies Benchmarking and Comparative Measurement Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 49 Case Studies Three case studies of organizations that have successfully carried out benchmarking initiatives Guidebook Case Studies

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From page 50...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 50 Case Studies Case Study 1. National Water and Wastewater Initiative Case Study 2.

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From page 51...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 51 Case Study 1 National Water and Wastewater Benchmarking Initiative The National Water and Wastewater Benchmarking Initiative (NWWBI; http://www.nationalbenchmarking.ca/) is a consortium of Canadian water and wastewater utilities and stormwater management programs that has won an American Public Works Association award for its progress in benchmarking.

Read the entire page →

From page 52...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 52 Establishing this initial foundation involved a series of workshops with active consortium members. Participants discussed what the best performance indicators might be, and then selected a handful of measures.

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From page 53...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 53 Discussions with the facilitation staff indicate that, although collecting all the data necessary for quality benchmarking requires a significant effort for members, the upfront assistance by the facilitator for new participants, iron-clad definitions, and standardized measurement processes result in a streamlined and successful participantsubmitted data collection process. Self-Assessment and Continuous Improvement NWWBI facilitators distinguish between metric benchmarking and process benchmarking.

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From page 54...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 54 • Surveys -- Sometimes members have a specific set of questions they would like peer input on outside of the regular conference calls. In these cases, facilitators work with the interested party to come up with a brief survey to send out to members.

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From page 55...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 55 Case Study 2 Tri-State Partnership in Maine, New Hampshire, and Vermont The Tri-State Partnership is a collaborative benchmarking effort among the Maine, New Hampshire, and Vermont state DOTs. The initiative began in 2002 when transportation operations and maintenance personnel from the three states began meeting regularly to discuss best practices.

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From page 56...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 56 taken different approaches to measuring traffic sign performance. Given their mismatched measurements, the states agreed that the percentage of non-Interstate signs exceeding their anticipated service life would be the best common measurement.

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From page 57...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 57 Both AASHTO and FHWA have recognized the Tri-State Partnership as an exemplary model of performance and asset management. AASHTO and FHWA used the example of the partnership in developing national performance standards in the 2012 MAP-21.

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From page 58...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 58 Case Study 3 Virginia DOT District Performance Management Program Virginia DOT's (VDOT's) leadership holds a quarterly video conference with the administrators of its nine districts.

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From page 59...

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From page 60...

... Effective Performance Management by Transportation Agencies Guidebook Benchmarking and Comparative Measurement Case Studies Introduction • Types of Benchmarking • The Practice of Benchmarking • Use Case Scenarios • Case Studies 60 Benchmarking has gained gradual acceptance, however. One way VDOT began changing the culture was by instituting a "triple crown" award for districts that were on time, on budget, and meeting quality targets.

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